Notice of Special Procurement

The Oregon Department of Veterans' Affairs (ODVA) has issued a Notice of Special Procurement (REQ-DASOBO-00071862) for continued licensing, maintenance, and support services of the OpenText File360 Electronic Records Management System (ERMS). The procurement seeks to renew and extend the current service contract with Image Access Corp. for a two-year period from October 1, 2024, to September 30, 2026. The primary objective is to maintain a compliant digital records system that enables the agency to manage public records requests and ensure operational continuity. ODVA intends to use this extension as a bridge period while researching and potentially transitioning to a state-approved electronic records management solution. The special procurement notice was posted on May 13, 2024, with a protest period deadline of May 20, 2024, during which affected parties can submit objections to the procurement approach. The agency contact for procurement-related questions is Sandy Clavet Connolly, Procurement Policy Analyst.

The special procurement does not appear to have specific set-aside designations or restrictions on responding organizations. The current incumbent vendor is Image Access Corp., which will continue to provide software licensing and support services. The contract includes an amendment that increases the not-to-exceed amount by $80,212, bringing the total contract value to $475,690 for the two-year extension period. ODVA has indicated that it will simultaneously initiate a replacement project for the ERMS, which may involve researching state-approved records management platforms or potentially conducting a formal competitive procurement process if a suitable alternative is not identified. The existing technology infrastructure involves the OpenText File360 ERMS, which the agency seeks to maintain until a comprehensive transition strategy can be developed. The procurement is specifically focused on ensuring continuous operation of the electronic records management system with minimal disruption to ODVA's document management capabilities.